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Responding to Service Provider Assignment Requests

Updated: Andrew Tat Edited:

Overview

When assigned to a reservation in Room Reservations, the service provider receives an email notification with two action buttons: “Approve Assignment” and “Deny Assignment”. No login or account access is required. The service provider can respond directly from the email.

How to Respond to an Assignment

  1. Open the assignment email from Room Reservations
  2. Review the reservation details (name, date, time, location)
  3. Click either “Approve Assignment” or “Deny Assignment”
  4. The browser opens a confirmation page; the action executes automatically
  5. A confirmation message appears on the screen
  6. A confirmation email is sent to the service provider and event coordinator

Changing a Response

The service provider can change an assignment response at any time by:

  1. Opening the original assignment email
  2. Clicking the other button (if “Approve” was selected before, click “Deny”, or vice versa)
  3. The new response replaces the previous one

There is no limit on the number of changes. The Event Coordinator always sees the most recent response.

What Happens After Responding

Once the service provider submits a response:

  • The Event Coordinator is immediately notified of the approval or denial
  • A confirmation email is sent to the service provider summarizing the response
  • The Event Coordinator can proceed with next steps (scheduling, reassigning, etc.)

Troubleshooting

Expired Link

The approval and denial links expire 7 days after the reservation end date. If the link is expired:

  • A message appears: “This assignment link has expired”
  • The service provider should contact the Event Coordinator directly to respond

Invalid Link

If the link is invalid or corrupted:

  • An error message appears: “This link is not valid”
  • The service provider should verify the email is from Room Reservations and contact the Event Coordinator if the issue persists

Network Error

If a network error occurs while submitting a response:

  • A message appears asking the service provider to retry
  • The service provider can click the approval or denial button again

Related Articles

  • Service Provider Approvals
  • Uploading Files with Reservations

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